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Full Guide to CRM & Client Management
Full Guide to CRM & Client Management
Aydin Asli avatar
Written by Aydin Asli
Updated over a week ago


Here, we walk you through everything you need to manage and create better client relationships.

For accessing the client portal , go to "Clients" on the left side menu.

Once within the portal, select “Client actions” on the top right corner

Import Clients

For importing your client list, select “Import client”. You can also send an email to

Merge Clients

If you have multiple profiles for the same client, you can use this option to smoothly merge the profiles into one.

Download all Client Report

From here, you can download a CSV file of your clients details including First name, Last name, Email, Telephone, Gender, Consumer Score, and more details.

Add New Clients

From here, you can as well add (new) clients manually. If you are starting to acquire new clients and build your clientele, this option is super useful.

CRM (Client Profile Overview)

Select the Clients Tab, and go to "Client list". Use the search bar to find your client by their name, email, phone number, or client ID. Utilize the “pen” icon to plunge into the client’s profile. Tip: Conveniently, you can click on the client’s name to get into their profile.

Once within the Client Profile, you have access to the following:

Overviews - A quick way to grab the client’s email, phone, trust score, alerts, or client ID.

  • Total Appointments- Use the “Appointment” tab to view clients’ full appointment history. For more comprehensive appointments, print the appointment history using the print button on the top 3- dot right-hand side.

  • Trust Score - Refer to the “Trust Score” field in the image above, can you guess what it encodes? It represents how trustworthy your customer is. When a customer successfully arrives at their appointment and you mark their appointment as done, this will affect their trust score positively. Trust scores are affected by: Writing a Review (+1), Having an appointment with a "No-show" status (-3), Having an appointment with a "Done" status: (+3).

  • Next & Last Appointments - View clients' most recent, previous, and upcoming appointments.

  • Estimated Booking Revenue - Get a historical monthly revenue breakdown for the previous 6 months or 12 months.

Client Details - View, add, or edit more client details such as an address, birthday, alerts, comments, tags, account dependents, or any added custom fields. Client alerts help you enhance your customer experience by keeping your front desk (and yourself) informed of special circumstances. If you scroll downward within the "Client Details'' tab, you will see a field for "Alert". By setting up an "Alert", you get to be notified of every single detail of a client including symptoms, special requests, or allergies. Here, you can enter the details you need to be notified about:


  1. Appointment History - Generate a detailed log of all their past appointments ( and upcoming, too). View notes, booking revenue, forms associated with the appointment, and manage the appointment status as well.

  2. Add a New Appointment - Directly from the client’s profile . Add a new appointment using the "+ Add appointment" button on the top right corner.

Forms & Documents - In one view, manage all incoming and outgoing forms and records and add or assign new forms to your client’s profile. Start by selecting the “Forms & Documents” tab:

To add or assign a new form to your client, select the + New Forms tab on the right top corner.

Select the form from the list of available options and click on “Save”.

Notes - View client added booking comments or provider added appointment notes in the Notes section. Electronic notes are your internal notes. To access notes through the clients’ profile, navigate to the Notes tab on the top of your screen. You will see all the notes attached to the appointment(s) for this particular client.

Select the pen icon under “Actions”(or click on the note) and edit the note right here.

Once within the “Appointments'' tab, navigate to the appointment you wish to add notes for.

Invoices & Receipts - Store all your clients’ invoices. filter based on date range, service type, product purchased, provider, or status (paid, partially paid, outstanding). From the client’s profile page, you can as well view the client’s payment history and any outstanding payments.

Reminders & Notifications - Log all your client's communication history including all email or SMS appointment reminders or booking notifications. View the exact communications sent or delete upcoming messages scheduled to be delivered. Crave more shortcut access that saves you time and effort? View all outgoing text and email notifications sent to clients! "Reminders and Notifications" are your one-stop shop for all client interactions.

From the client’s profile page, you can as well view the client’s communication history and outgoing emails. Just maneuver to the “Reminders and Notifications” to assimilate full client communication history.

📙 Yocale Tip: If a client does not want to receive appointment reminders or notifications via text, this option can be turned off. Navigate to “Client Details”, and enable text notifications off:

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Block a client - Once you are in your client’s profile, click the 3-dot button beside their photo and select “Block”. Blocking a client means they are unable to book with you online. (Tip: unblock the click using the same method)

As you are scrolling through your client list, you should see the following symbol besides the name of the blocked.

Client Action Buttons

Once within a client’s profile, you will also have access to the following icons (located under their avatar):

With the first button, you can Add a new appointment directly from here. With the phone icon, you can copy the number in your clipboard to contact the client. Clicking on the email icon, it will copy the client's email in your clipboard. Please note: You will see these icons if you have the clients email and phone number stored in their file.

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